A CSV file is a type of file which is used to store tabular data. To use this tool, it's best if you have a spreadsheet software such as Google Sheets or Microsoft Excel to fill out the template.
To upload your users by CSV go to Add Employee > Import from CSV.
Download the template of the CSV and input the data about your employees. The CSV tool will only import a maximum of 100 users at once. If you are looking to import more than 100 users you will have to do this in stages. The Template will map the data in each column with the fields in Appogee HR to create an employee's profile. The template has the following titles:
Those marked with asterisks are mandatory.
|Mandatory Columns||Optional Columns|
|Employee Email Address||Team Name|
|Employee First Name||Work Profile|
|Employee Last Name||Start Date|
NOTE: it's not possible to create Teams or Work Profiles using the CSV import tool, so these will need to be created before you initiate an upload.
When you've filled out the CSV template, make sure to save a copy as .csv file, upload it using the Upload & Import button. The system will validate the CSV file and look for any discrepancies or errors.
Once validated, the next page will give you a summary of the upload - how many users the tool has found on the CSV file, any users with validation errors and users you are able to import. The spreadsheet must be uploaded as a CSV file.
Errors which deem users are not importable are as follows:
Missing Email Address
Missing First Name
Missing Last Name
Email Address is already taken by another user in the system
Email Address domain has not been verified
Fixable issues are as follows:
Team does not exist/is not recognised
Work Profile missing
Work Profile does not exist/is not recognised
Job Title Missing
Start Date Missing
Access Leave/HR/Goals is missing
Access Leave/HR/Goals is not 'Y' or 'N'
The next step is to Assign Employees to their Team and Work Profile. If you input this information in the CSV template already, this page can just be used to check if it's all correct. Make changes by clicking the pencil icon.
Select Teams and Work Profiles using the dropdowns.
If you have a large number of people in one Team or Work Profile, you are able to use the buttons to assign them all at once. Select the users by ticking the boxes on the left and then click either Assign Team or Assign Work Profile.
A pop-up will appear where you can choose the Team or Work Profile from the dropdown and then click OK.
When all users have been assigned a Team and Work Profile, click Next.
Optionally add employees' Job Titles and Start Dates.
This can be completed later, however it is advised that correct start dates are added for employees as this will aid the leave calculations for them.
If the employee has a start date which falls in the current Leave Year and you have the Pro-Rata formula enabled, you will see that their allowance changes to accommodate this.
When you're happy with the changes on this page, click Next.
Choose whether the employees have access to login straight away or activate their log in at a later date. You can also optionally send a Welcome Email, which will invite them to log in. If you choose not to enable login or send a Welcome Email, you can do this another time from Roles & Access.
Once you're happy with the changes on this page, click Next. You will see a dialog asking you to confirm if you're happy to import your users. Once done your employees will then be added to the system.